Integrating ftwilliam.com Software with PensionPro (Desktop)

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The partnership between PensionPro and ftwilliam.com provides users the ability to link certain information between the applications.  This article walks users through creating a new Client, Plan, and 5500 Signer on ftwilliam.com using the PensionPro user interface.  It also walks users through the process of linking current Clients, Plans, and 5500 Signers so information such as 5500 filing dates and compliance testing results can be updated in PensionPro when completed on ftwilliam.com.

Tier Availability: Team, Core, Essential, Premium, Business
Security Rights Required: Maintenance

Menu:

• Setup
• Creating New Client, Plan, and 5500 Signers
• Linking Current Clients, Plans, and 5500 Signers
• Unlinking Clients, Plans, and 5500 Signers
• Sign My 5500 Button Checklist
• Frequently Asked Questions

Setup

To link information between PensionPro and ftwilliam.com, users must obtain API Sign-In Credentials from ftwilliam.com containing an API Key and SSO Source Reference.  Only request the SSO Source Reference if you are a PlanSponsorLink user, and you intend to direct 5500 Signers to PlanSponsorLink to file their Form 5500.

To obtain this information, email ftwilliam.com by clicking here to open a pre-formatted email to request an API Key and an SSO Source Reference if applicable.

Entering the FTW API Key in PensionPro

1. Upon receipt of API credentials from ftwilliam.com, go into PensionPro and click on Maintenance > Preferences > Integrations > ftwilliam.com.
   • The user is directed to the Home tab of General ftwilliam.com Settings.
2. To the right of the grid, click on the Edit button and a slider menu will appear.
3. Enter the ftwilliam.com API Key and the SSO Source Reference code, if applicable in their respective fields.
4. Click Save.

In addition to the information provided by ftwilliam.com the following options appear on the Home tab:

PSL SSO Enabled: Stands for PlanSponsorLink Single Sign-On Enabled. Click on the checkbox if Clients will be directed to PlanSponsorLink to sign their Form 5500.  Enabling this feature will link the ftwilliam.com 5500 Portal to PlanSponsorLink, which allows the Form 5500 signer to log in directly to ftwilliam.com from PlanSponsorLink to sign their Form 5500.

Government Forms Enabled: Click on the checkbox to allow the integration and linking of information between PensionPro and ftwilliam.com’s Form 5500 software.   Once enabled, the following fields from the Plan’s Plan Cycle > Filings tab will update hourly in PensionPro after completion on ftwilliam.com.

• 5500 Invited Date
• Sponsor Signed Date
• Admin Signed Date
• DFE Signed Date
• 5500 Filed Date
• 5500 Accepted Date
• Sign Status
• Acceptance Status
• 5558 Filed Date (must be part of a 5558 batch on ftwilliam.com marked as "Completed")

Once enabled, PensionPro will also back-fill the above Form 5500 information for any Plan that has a Plan Cycle in PensionPro with filing information on ftwilliam.com prior to the integration.  This information is generally populated within 72 hours of linking Client and Plan information between the applications. An Employer Data record and Plan Cycle record both must have the same Period Start Date as the 5500 that was filed for the Plan in order for the fields to sync on the corresponding Plan Cycle record.

Compliance Enabled: Click on the checkbox to allow the integration and linking of information between PensionPro and ftwilliam.com’s compliance software.   Only click on the checkbox if you are a ftwilliam.com compliance software user.  Once enabled, the following fields from the Plan’s Plan Cycle > Test Results tab will update hourly in PensionPro after completion on ftwilliam.com.

• ADP
• ACP
• 401(a)(4) General Nondiscrimination
• Top Heavy
• 415 Limit
• 404 Deduction Limit
• 410(b) Coverage – 401(k)
• 410(b) Coverage – ER Match
• 410(b) Coverage – ER PS

An Employer Data record and Plan Cycle record both must have the same Period Start Date as the 5500 that was filed for the Plan in order for the fields to sync on the corresponding Plan Cycle record.

Create Records in ftwilliam.com: Click on the checkbox to allow Client, Plan, and Contact information to be created in ftwilliam.com via the PensionPro user interface.  Information that can be created in ftwilliam.com through PensionPro is as follows:

• Client Fields
  • Company Name
  • Client Address (Address must be set to Primary in PensionPro)
  • Client ID
  • Phone Number (Phone Number must be set to Primary in PensionPro)
  • Entity Type (Currently defaults to “other” on ftwilliam.com)
  • EIN
  • Fiscal Year-End
• Plan Fields
  • Plan Name
  • Plan Type (Currently defaults to “WL”)
  • Checklist (Currently defaults to “Misc”)
  • IRS Plan Number
  • Plan Year-End
  • Trust EIN

Update Records in ftwilliam.com.   Clicking on the checkbox will allow certain information that is updated in PensionPro to be updated in ftwilliam.com.  Company Name, Client ID, Plan Name, and TPA Plan ID are synced fields that will update on ftwilliam.com if changed in PensionPro.

When you click save the Verified field will indicate Yes if a correct API Key has been entered.  If an incorrect API Key is entered on the slider and the user selects the Save button, a pop-up will display: “Settings cannot be verified. API Key might be wrong.”   The Verified field must be displayed as "Yes" for the integration to function properly.

Enable ftwilliam.com Navigation Assistance: Click on the checkbox to allow users to easily access information in ftwilliam.com from PensionPro. Enabling this feature enables a Wolters Kluwer branded button in the header bar of the Clients, Plans, Projects, and Plan Cycles screens. Clicking on this button allows users to navigate to the Company, Plan Documents, Compliance, and 5500 Forms on ftwilliam.com.

Enable the Import Specifications Button on Plan Document: Click on the checkbox to allow the integration and linking of information between PensionPro and ftwilliam.com’s Plan Document software. Enabling this feature allows users to import a Plan’s Document Specifications from ftwilliam.com to PensionPro.

Creating New Client, Plan, and 5500 Signers

Add a New Client

To create a Client record in ftwilliam.com, first complete the above Setup steps. Once that is completed, create a new Client in PensionPro using the standard Client creation process. To find steps on creating a new Client record, please review Adding a Client, Plan, or Contact.

1. After the Client has been created select the Create New link located in the Integration field of the Client Details > Home tab.
2. Clicking the Create New link will immediately create a new Company record on ftwilliam.com.
3. The information that will be created on ftwilliam.com is Company Name, Client ID, Address (primary address only), Phone Number (primary Phone Number only), Entity Type, EIN, and Fiscal Year-End.

The system will scan the current database for duplicate Client ID’s before creating a new Client record.  If a duplicate is found the user will receive a notification, “A Client with the ID [ClientID] already on file for this company. Try using the linking tool to link this Client”

Add a New Plan

To create a Plan in ftwilliam.com using PensionPro, a Client must first be created in PensionPro and ftwilliam.com.  Create a new Plan in PensionPro using the standard Plan creation process. To find steps on creating a new Plan record, please review Adding a Client, Plan, or Contact.

1. After the Plan has been created select the Create New link located in the Integration field of the Plan Details > Home tab.
2. Clicking the Create New link will immediately create a new Plan on ftwilliam.com.  Information that will be created on ftwilliam.com is Plan Name, Plan Type, TPA Plan ID, IRS Plan#, Plan Year-End, and Trust EIN.

The system will scan the current database for duplicate TPA Plan IDs before creating a new Plan record.  If a duplicate is found the user will receive a notification, “A Plan with the ID [TPAPlanID] already on file for this company. Try using the linking tool to link this Plan”

Linking Current Clients, Plans, and 5500 Signers Between PensionPro and ftwilliam.com

Users can link existing Clients and Plans from the Plan Linking tab under the Maintenance > Preferences > Integrations > ftwilliam.com section of PensionPro.

To link current Client, Plan, or Contacts between ftwilliam.com and PensionPro, the ftwilliam.com Settings > Home tab must be completed. The API Key must be entered.  The Verified field, Government Forms Enabled field, Create Records in ftwilliam.com field, and Update Records in ftwilliam.com field must be Yes.

Linking Plans

1. To link Plans, click on the Plan Linking tab and select the green Refresh button to populate a listing of Plans and Clients that are unlinked between PensionPro and ftwilliam.com.
2. Click the Suggested Links button on the right-hand side of the grid.
   • This will populate the New Linked Plans column with Plans that appear to be a match between PensionPro and ftwilliam.com.
   • The system will link Plans that match both the EIN and IRS Plan Number between applications.
   • Plans can manually be linked by selecting the Plan from the PensionPro Unlinked Plans column and the ftwilliam.com Unlinked Plans column and select the right arrow button to move the linking to the New Linked Plans column.
3. Click the Save button to link all Plans in the New Linked Plans column between PensionPro and ftwilliam.com. When a Plan is linked they will no longer show in either the PensionPro Unlinked Plans column or the ftwilliam.com Unlinked Plans column.

Plans can also be linked from PensionPro to ftwilliam.com from the Plan Details > Home > General Plan Information tab.

1. From the Plan Details > Home > General Plan Information tab, scroll to the bottom of the grid.
2. In the Integration field, click Link to Existing or Create New. Only choose "Create New" if the Plan does not yet exist in ftwilliam.com.
   • If selecting "Link to Existing" the Client record must already be linked to ftwilliam.com. A Link ftwilliam.com Plan slider will appear. Type in the Plan Name in the Plan to Link field and select the appropriate Plan name that appears. Click Save.
   • If Selecting "Create New" the Plan will be created in ftwilliam.com.

Linking Clients

Linking a Plan using the Plan Linking tool will also link the Client to ftwilliam.com. No steps are required by the user to link the Client.

Clients can also be linked from PensionPro to ftwilliam.com from the Client Details > Home tab.

1. From the Client Details > Home tab, click Link to Existing or Create New next to the Integration Only choose "Create New" if the Client does not yet exist in ftwilliam.com.
   • If selecting "Link to Existing" a Link ftwilliam.com Company slider will appear. Type in the Client Name in the Company to Link field and select the appropriate Client name that appears. Click Save.
   • If Selecting "Create New" the Client will be created in ftwilliam.com.

Unlinked Plans

An exception report titled Plans Missing Integration Link is available under the Reports > Exception Reports menu. This report will provide a listing of any Plans that are not linked between PensionPro and ftwilliam.com.

Linking a 5500 Signer already on ftwilliam.com

At the beginning of each year, users will need to link any portal users that have not been linked before using the Portal User Linking tool found in Maintenance > Preferences > Integrations > ftwilliam.com.  When users link them using the tool, those Contacts will be set up in PensionPro as a 5500 Signer for that plan year. If Contacts have different email addresses usernames or are set up more than once in ftwilliam.com then they will not be linked correctly.

Linking a Contact and Portal User between PensionPro and ftwilliam.com is only necessary if the Client uses PlanSponsorLink.com and the TPA wants to direct their Clients to PSL to file the Form 5500.

A Contact only needs to be linked once and they will always have the Sign My 5500 button on PlanSponsorLink until they are unlinked.

Link a Portal User

To link a Portal User, the Contact must be created in ftwilliam.com, linked to the correct Plans, for the year the user is trying to link, with the correct rights and signing role.

In PensionPro, the Contact must be Active and have an email address. They must also be set up in a Contact Role on the correct Plans. If they have already been linked in a prior year, they will not show up in the linking tool.

The Plan(s) must be Active and have a Plan Cycle for the year that the user is trying to link. The Client and Plan must also be linked to ftwilliam.com.

To link Portal Users, the user should do the following:

1. Click Maintenance > Preferences > Integrations > ftwilliam.com.
2. Click on Portal User Linking tab and click the green Refresh button to populate a list of unlinked Contacts.

• The PensionPro Unlinked Contacts will be populated with active unlinked Contacts that are in Plan Contact Roles on Plans that have a Plan Cycle created for the particular year being linked.
• Contacts can be filtered by selecting a particular Year and Role from the dropdown menus.
• The ftwilliam.com Unlinked Portal Users will populate with Portal Users assigned to a Plan for the plan year being linked that have a 5500 signing role assigned to them.
• The Form 5500 does not need to be locked on ftwilliam.com.
• Results may be limited if Portal Users have not been rolled forward from the prior year’s Form 5500 on ftwilliam.com.
• Click the Suggested Links button on the right-hand side of the grid to populate the New Linked Portal Users column with Portal Users that email addresses match between PensionPro and ftwilliam.com.  

• Portal Users can be manually linked by selecting a Contact from the PensionPro Unlinked Contacts column and selecting the matching Contact from the ftwilliam.com Unlinked Portal Users column and then clicking the right arrow button to move the linking to the New Linked Portal Users column. The Contact must be in a Plan Contact Role in PensionPro and a 5500 Signing Role in ftwilliam.com ON THE SAME LINKED PLAN for the system to link them.
• Click the Save button to link all Portal Users in the New Linked Portal Users column between PensionPro and ftwilliam.com.

• When a Portal User is linked, they will no longer show in either the PensionPro Unlinked Contacts column or the ftwilliam.com Unlinked Portal Users column.
• Users can tell if a Contact is linked by navigating to the Contact Detail > General tab and at the bottom of the General Information screen there will be a field called ftwilliam.com Login Name that will display the Login Name if the Contact is linked. If the field is not displayed, then the Contact is not linked.

Once a Contact has been linked, they should see the Sign My 5500 button in the upper right-hand corner of the My Active Tasks screen of PlanSponsorLink. Once they click on this, they will be taken to ftwilliam.com site to sign. Any 5500s they are supposed to sign will show up on that page. The linking tool does not control this. The button will appear every time the Contact logs into PlanSponsorLink moving forward, regardless of plan year unless the Contact is unlinked.

Unlinking Clients, Plans, and 5500 Signers Between PensionPro and ftwilliam.com

Unlinking an individual Plan with ftwilliam.com is done through the Plan’s Home tab.

1. On the Plan Details > Home > General Plan Information screen, the Integration field will be filled with “Yes (Unlink)” if the Plan is linked to ftwilliam.com.
2. Clicking Unlink will unlink the Plan in PensionPro to ftwilliam.com, which will stop the flow of all Plan information between the applications.

To unlink a Client, all associated Plans must first be unlinked.

1. On the Client Details > Home tab, the Integration field will be filled with “Yes (Unlink)” if the Client is linked to ftwilliam.com.
2. Clicking Unlink will unlink PensionPro to ftwilliam.com, which will stop the flow of all Client information between the systems.

To unlink a Portal User

1. Search for the Contact in PensionPro
2. Double click on the Contact’s name in the Contact column of the Search dashboard
3. Scroll to the bottom of the Contact Details > General Information screen.
4. Click Unlink next to the ftwilliam.com Login Name

Sign My 5500 Button Checklist

In order for the Sign My 5500 to button appear on PlanSponsorLink, the following conditions must be met:

• Navigate to Maintenance > Preferences > Integrations > ftwilliam.com and confirm the PSL SSO Enabled value shows as Yes (in order for the plan sponsor to see the Sign My 5500 button on the portal).
• Confirm the Contact is not set up multiple times in ftwilliam.com.
• Confirm that the Contact is set up as a signer in ftwilliam.com and their email address in ftwilliam.com matches their email address in PensionPro.
• Confirm the Client is linked by navigating to the General tab of the Client.
  • If linked, the value listed for ftwilliam.com integration will be Yes.
• Confirm the Plan is linked by navigating to the General tab of the Plan.
  • If linked, the value listed for ftwilliam.com integration will be Yes.
• Confirm the Contact is linked by navigating to the General tab of the Contact.
  • If linked, users will see a value listed for ftwilliam.com Portal Username.
  • Confirm that is the correct FTW Portal Username for that signer.

Frequently Asked Questions

• Is there a way to view Plans that are unlinked with ftwilliam.com? Yes, users can view the Plans Missing Integration Link report. This report will provide a listing of any Plans that are not linked between PensionPro and ftwilliam.com. Users can find information on navigating to that report and what is displayed within this report in Navigating PensionPro Reports.
• A number of the ftwilliam.com linked fields are not populating on Plan Cycles for a few Plans. How can I make sure these are linked correctly? Users should first confirm the General ftwilliam.com Settings Information is entered on the Home tab of Preferences > Integrations > ftwilliam.com. The API key must be entered and verified. Government Forms Enabled and Compliance must be enabled. Secondly, the user can manually unlink the Plan and Client on the Plan Details and Client Details tabs (If the Client is linked to multiple Plans, all Plans must be unlinked prior to unlinking the Client record). Once the Plan and Client are unlinked, relink the Client from the Integration field at the bottom of the Client Details > Home tab by clicking the Link to Existing button. Users can then relink the Plan from the Integration field at the bottom of the Plan Details > Home tab by clicking the Link to Existing button. Once the Client and Plan are relinked to ftwilliam, click the Refresh Plan Cycle Data button on the Plan Cycle General tab for this Plan.
• My API Key was verified in the General ftwilliam.com Settings Information preferences, but I do not see the Integration field on Client Details or Plan Details. What am I missing? Create Records in ftwilliam.com must be set to "Yes" on the General ftwilliam.com Settings Information.
• Where has the Refresh from ftwilliam.com button gone? This button's function has been rolled into the Refresh Plan Cycle Data button found on the Plan Cycle General tab for a Plan. This button refreshes with any available data from ftwilliam.com and the Department of Labor.
• One of my Contacts is not appearing as an unlinked Contact in the Portal User Linking tool. How can I troubleshoot this?
  1. Users should first confirm the General ftwilliam.com Settings Information is entered on the Home tab of Preferences> Integrations > ftwilliam.com. The API key must be entered and verified. Government Forms Enabled and Compliance must be enabled.
  2. Secondly, the user should confirm the Contact is not set up multiple times in ftwilliam.com.
  3. Users should also confirm that the Contact is set up as a signer on ftwilliam.com.
  4. Next, the user should verify that the Contact is not already linked by scrolling to the bottom of the Contact Details > General Information screen for the Contact and if there is a field called ftwilliam.com Login Name then the user is linked and may need to be unlinked if they are linked incorrectly.
  5. Next, the user can manually unlink the Plan and Client on the Plan Details and Client Details tabs (If the Client is linked to multiple Plans, all Plans must be unlinked prior to unlinking the Client record).
  6. Once the Plan and Client are unlinked, relink the Client from the Integration field at the bottom of the Client Details> Home tab by clicking the Link to Existing
  7. Users can then relink the Plan from the Integration button at the bottom of the Plan Details > Home tab by clicking the Link to Existing button.
  8. Users can then relink the Contact as a 5500 signer using the Portal User Linking Tool.
• How do you Unlink and Link Plan and Clients?
  1. Unlink the Plan:
     On the Plan Details> Home > General Plan Information screen and scroll to the bottom. The Integration field will be filled with “Yes (Unlink)” if the Plan is linked to ftwilliam.com.
     2. Clicking Unlink will unlink the Plan in PensionPro to ftwilliam.com.
     3. Click the Up arrow in the upper-left corner of the screen to move to the Client Details screen.
  2. Unlink the Client:
     On the Client Details > Home tab, the Integration field will be filled with “Yes (Unlink)” if the Client is linked to ftwilliam.com.
     2. Clicking Unlink will unlink PensionPro to ftwilliam.com.
  3. Link the Client:
     On the Client Details> Home tab, the Integration field will be filled with “Link to Existing | Create New.” Click Link to Existing.
     2. A Link ftwilliam.com Company slider will appear. Begin typing the Company’s name in the text box and select the appropriate Company when it appears.
     3. Click Save.
     4. Click the Plans tab and double-click on the Plan you want to re-link.
  4. Link the Plan:
     On the Plan Details> Home > General Plan Information screen and scroll to the bottom. The Integration field will be filled with “Link to Existing | Create New.” Click Link to Existing.
     2. A Link ftwilliam.com Plan slider will appear. Begin typing the Plan’s name in the text box and select the appropriate Plan when it appears.
     3. Click Save.
• If I update the Company Name in PensionPro, will it also be update in FTW? Yes, updating the Company Name in the PensionPro application will also update the Company Name on in ftwilliam.com. 

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